Summary
Data used by Engagements is driven by the data managed in your firm's Practice Management System. During Implementation of Engagements, Aiwyn will help you explore the data points available in your Practice Management System and together you will determine the appropriate field mapping of data in your system to Aiwyn. We will also help you to determine your data hygiene - good data practices in your system will result in clean and useable data in Aiwyn.
Included in this article:
Engagement Data Points
Data used by Engagements include elements of a Client record, Contacts of the Client, and Jobs as they are managed in your Practice Management System. They necessary data points for each are outlined below.
Client Data Points
- Client Name - The Client must be an Active Client in your Practice Management System. If you have ever limited clients from accessing a Client Portal based on client status as part of your Implementation of Payments & Collections, this may need to be revised
- Client ID
- Client Partner - The "Client Partner" you decided during initial Implementation of Payments & Collections is what maps to this field in Aiwyn Engagements by default. This can be adjusted during Data Mapping for Engagements Implementation. This is also used as a cc/bcc option in Smart Statements.
- Client Manager - The "Account Manager" you decided during initial Implementation of Payments & Collections is what maps to this field in Aiwyn Engagements by default. This can be adjusted during Data Mapping for Engagements Implementation.
- Client Address
- Client Contact(s) - Aiwyn Engagements require you to use your Practice Management System's Client Contact functionality.
- Client Jobs (may be referred to as "Projects" or "Engagements" in your Practice Management System)
Contact Data Points
- Contact Type - Primary, Billing, etc
- First Name
- Last Name
- Email Address - only 1 email entered per email field, cannot use email distribution groups.
Job Data Points
- Job Name
- Job Status - can only add existing client job(s) for Jobs that are open
Data Mapping
During Engagements Implementation, we will request you to share your screen and provide examples from your Practice Management System to assist with the mapping of data points in your system to their corresponding fields in Aiwyn. This information will be captured on your Engagements Implementation Plan and including as part of Aiwyn's internal engagement deployment process.
Example Data Mapping
| Data Type | Field in Aiwyn | Example Mapped to Field in PM System |
| Client | Partner | Primary Partner |
| Client | Manager | Relationship Manager |
| Client Contact | Primary Contact | Client Contact Relationship 'Primary' |
| Client Contact | Billing Contact | Client Contact Relationship 'Billing' |
| Client | Address | Billing Address |
| Client | Existing Open Jobs | Projects with status 'Open' |
| Job Template | PM System Template | Job Template Name |
| Job Template | PM System ID | Job Template ID |
| Job Template | PM System Service Line | Service Line Name |
| Job Template | Job Name | Job Template Name |
| Job Template | Service Description | Service Line Description Short |
Data Hygiene
As part of Engagements Implementation, we will provide you with a read out regarding the efficacy of the data in your Practice Management System that could potentially create issues with Engagements. Your specific read out will help you to identify some potential clean up work that may need to be done before you launch Engagements, as well as an updated process for how you continue to populate data in your Practice Management System ongoing.
While not an exhaustive list, some common areas of concern could be:
- Not using the Client Contact functionality in your Practice Management System
- Multiple email addresses added to a single email field
- Wanting to require two signatures but only one Contact is available (e.g. One contact is intended to represent two people)
- Not having Client Partner or Client Managers assigned in the Client record
- Incomplete Address fields